Receptionist / Administrator

1
Our long established legal serivces business is looking to grow its team and appoint a new
Receptionist / Administrator
To deal with inquiries on the phone and attend to visitors face to face as well as assisting the Practice Manager as requested and with administration / secretarial duties as required
Responsibilities/General
• Answer telephone, screen and direct calls if necessary using Leap to identify unknown callers
• Deal with queries from Clients and other third parties including providing directions to the office / local car park facilities
• Ensure knowledge of staff movements and availability
• Manage meeting room requirements including booking,providing refreshments, car parking
• Monitor visitor access and maintain security awareness
• Tidy and maintain the reception and meeting rooms
• Open and scan incoming post / DX and save to Leap
• Provide secretarial assistance to the pool as required
• Assist the Practice Manager ordering consumables and stationery, maintaining records of all purchases
• Ensuring kitchen and bathroom supplies are maintained
• Archive closed files and update systems accordingly
• Request files from Archives as necessary
• Maintain registers for Wills, LPA’s etc
• Ensure post is ready and is collected by close of business
Responsibilities/Clients
• Organise meeting room calendar
• Greet persons entering the firms premises
• Direct persons to the correct meeting room or destination
• When meetings are booked, confirm if catering is required. If so, arrange appropriate catering (including any dietary
requirements) and organise when meeting commences.
• Ensure meetings rooms are cleared and ready for next meeting
Responsibilities/Parking
• Organise client parking space
• Parking must be kept up to date throughout the day, notes made of when spaces become free
• When a meeting room is booked, enquire whether a parking space is required and check availability
• Keep an up to date record of any partner spaces which may be free throughout the week i.e. partner on holiday, out of office at meetings which can then be used as overflow parking
Secretarial
• Throughout the day, liaise with secretaries and take dictation
• Ensure all typing is saved to Leap and if required printed and passed to the relevant fee earner
• Printing / Scanning as requested by fee earners / colleagues
Personal Attributes
• Excellent verbal communication skills and a friendly and approachable manner
• Ability to work well under pressure in a busy environment
• Professional personal presentation
• Excellent time keeping
• Good organisational and planning skills with attention to detail
Hours 9am to 5:15pm Monday to Friday
One hour lunch break taken at 12pm